About This Role
This administrative management role involves overseeing a team of office assistants and ensuring smooth operations across the organization. The manager will collaborate with various departments and external vendors to maintain optimal office functionality. They will also develop policies and review basic contracts to support organizational compliance and success.
Responsibilities
- Serve as the liaison between executives and internal/external partners
- Lead, mentor, and provide direction to a team of office assistants, fostering a collaborative and productive work environment
- Partner with other departments across the organization to support operational alignment and achieve overarching business goals
- Manage relationships with external vendors and service providers (e.g., office supplies, contractors) to ensure quality and cost-effectiveness
- Oversee cross-functional administrative projects, ensuring timely completion, within budget and according to organizational goals
- Provide scheduling, calendar management, and travel arrangement assistance for key executives or leadership
- Assist in reviewing and maintaining basic vendor agreements and contracts within the scope of office operations
- Draft, revise, and implement office policies to enhance workplace efficiency and compliance
- Direct and optimize daily office operations, including supplies management, office space allocation, compliance adherence, and budget oversight
- Identify gaps in administrative workflows and implement solutions to drive greater organizational efficiency
- Plan and coordinate meetings, events, and company initiatives across teams and departments
- Ensure the smooth and adequate flow of information within the company to facilitate other business operations
- Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
- Develop, review, and improve administrative systems, policies, and procedures
Requirements
- Minimum 6+ years of combined experience in project management, executive assistance, administrative operations, or equivalent roles
- Bilingual in Chinese and English is required
- Bachelor’s degree in business administration, management, or a related field
- Proven experience leading and managing a team in a professional setting
- Experience working with external vendors, managing contracts, or overseeing service agreements
- Proficiency in office software suites (e.g., Microsoft Office, Google Workspace) and project management tools (e.g., Asana, Trello, or similar)
- Demonstrated ability to handle sensitive and confidential information with discretion and professionalism
